HR Coordinator – Payroll & Operations (9-month contract) Full Time NEW

At QIMA, we are on a mission to offer our clients smart solutions to make products you can trust.

Operating in over 100 countries, we serve the consumer products, food, and life sciences industries and help more than 30,000 brands, retailers, manufacturers, and growers achieve quality excellence.

We combine on-the-ground expertise with digital solutions that bring accuracy, transparency and intelligence for quality and compliance data.

What sets us apart is our unique culture. Our 6,000 Qimates live and make decisions every day by our QIMA Values. With client passion, integrity, and a commitment to making things simple, we disrupted the Testing, Inspection, and Certification industry. Are you ready to hop on this exciting ride with us and help us achieve our mission?

Job Description

The HR Coordinator – Payroll & HR Operations will support the HR Analytics and HR Operations teams by coordinating payroll consolidation activities, managing stakeholder communications, maintaining HR data accuracy, and supporting HR projects and reporting processes.

This role is ideal for someone early in their HR career who is highly organized, detail-oriented, comfortable working with HR data and payroll files, and capable of coordinating with multiple stakeholders across HR, Finance, Payroll, and external vendors. The role also provides exposure to HR systems, reporting, process improvement, and automation initiatives.

Key Responsibilities:

Payroll Consolidation & HR Operations Support

• Follow up with payroll stakeholders across multiple entities to collect completed monthly payroll files within agreed timelines
• Consolidate payroll reports and support documentation received from different entities while ensuring completeness and consistency
• Track payroll submission status and proactively follow up on pending files, delays, or missing information
• Support payroll reporting activities, reconciliations, and payroll-related audits
• Ensure payroll files and employee data are handled confidentially and securely

Administrative & Coordination Support

• Maintain and update HR project trackers, reports, and documentation
• Schedule meetings, prepare agendas, and document meeting notes and action items
• Track deliverables and proactively follow up with stakeholders on pending tasks and deadlines
• Organize and maintain HR records, shared folders, and operational documentation
• Support preparation of presentations, reports, templates, SOPs, and standard documents

HR Project & Analytics Support

• Assist in coordinating HR initiatives such as onboarding programs, policy updates, audits, surveys, and reporting cycles
• Track project timelines, dependencies, and risks; escalate delays or missing information when needed
• Support HR reporting activities through data collection, validation, and basic analysis
• Ensure HR and reporting data is accurate, complete, and up to date across systems and trackers

Data, Systems & Process Support

• Perform data quality checks to ensure consistency across HR systems, payroll files, and reports
• Support maintenance and administration of HR systems and reporting tools under guidance
• Identify opportunities to improve, standardize, or automate recurring payroll and HR administrative processes
• Assist in documenting workflows, SOPs, and process guidelines

Stakeholder Management & Communication

• Act as a coordination point for payroll and HR operations-related queries
• Communicate payroll timelines, reminders, action items, and status updates to stakeholders
• Build effective working relationships with HR, Finance, Payroll, IT teams, and external vendors
• Ensure timely follow-ups and resolution of issues impacting payroll or HR operations
• Support cross-functional collaboration for HR projects and operational activities

Qualifications

Required Qualifications

• 1–3 years of experience in HR coordination, payroll administration, HR operations, or similar roles
• Strong attention to detail and ability to work with large datasets, payroll files, and trackers
• Basic understanding of payroll processes, HR operations, and employee data management
• Strong organizational and follow-up skills

Preferred Skills & Experience

• Strong proficiency in Excel or Google Sheets (formulas, pivots, lookups, data validation, etc.)
• Experience handling payroll consolidation or payroll coordination activities is preferred
• Familiarity with HRIS or payroll systems (e.g., SAP, Workday, SuccessFactors, ADP, etc.) is an advantage
• Experience working with reporting tools such as Power BI or Tableau is a plus
• Strong stakeholder management and communication skills
• Comfortable handling repetitive operational tasks while maintaining high accuracy
• Interest in HR analytics, reporting automation, and process improvement
• A strong foundation for growth into HR operations, payroll management, HR analytics, or project coordination roles

Additional Information

All your information will be kept confidential according to EEO guidelines.